- Location
- New York, NY, US
- Type
- Full-time
- Department
- Administration
- Experience
- 5+ years
- Closing date
- Today
- Source
- iCIMS
Description
Company Description
CoLab is a fully integrated, cross-discipline team that provides best-in-class services in a fluid and modular way. With our clients at the center, we create brand movement at the speed of people’s lives by connecting real-time data with world-class creative, content, and media in service of growth and Return on investment.
CoLab is a “power of one” solution, encompassing data, media, and production. By drawing from across the vast Publicis Groupe network, we are uniquely positioned to deliver innovation and specialized skills to our clients, as well as enriching opportunities and inclusive benefits to our employees. We pride ourselves on combining the atmosphere of a startup company with the stability and experience of a global leader.
Job Description
At CoLab, we don’t just support leadership—we amplify it. As an Executive Assistant, you will operate as a strategic partner to senior executives, enabling clarity, focus, and impact across a fast-moving, client-driven organization.
This role goes beyond traditional administrative support. You will serve as an extension of the Executive Leadership Team—anticipating needs, orchestrating priorities, and ensuring that leaders are operating at their highest level of effectiveness. Success in this role requires precision, discretion, proactive thinking, and a strong sense of ownership.
Responsibilities
Enable Executive Effectiveness
- Lead full-service calendar management, aligning executive time to business priorities, key stakeholders, and client commitments
- Anticipate needs and proactively plan schedules, resolving conflicts quickly and minimizing last-minute changes
- Ensure all meetings are purpose-driven, with clear agendas, objectives, and materials prepared in advance
- Provide structured daily and weekly recaps to drive alignment on priorities, decisions, and next steps
- Manage travel, expenses, timesheets, and administrative workflows with rigor and accuracy
Operate as a Strategic Partner
- Act as a trusted extension of leadership, maintaining strong awareness of executive priorities, stakeholders, and evolving business needs
- Anticipate challenges before they arise and take action to mitigate risks or gaps
- Ensure alignment across internal teams and client stakeholders through seamless coordination and communication
- Exercise sound judgment and discretion when handling confidential or sensitive information
Drive Team & Operational Excellence
- Coordinate leadership and department meetings, including agenda development, logistics, and follow-through
- Support team operations through management of communication channels, distribution lists, and organizational updates
- Maintain operational consistency across business units, ensuring alignment with agency processes and standards
- Attend key meetings and ensure clear documentation, accountability, and action tracking
Deliver High-Impact Events & Experiences
- Plan and execute internal and client-facing events that drive business outcomes and strengthen relationships
- Own end-to-end logistics, including space planning, catering, materials, and technology coordination
- Support agency programming (e.g., town halls, leadership events, cultural initiatives) to enhance employee experience and engagement
Champion a High-Performing Office Environment
- Help create a seamless, well-run office experience that enables productivity, collaboration, and connection
- Partner with office management and cross-functional teams to address space, resource, and operational needs
- Ensure alignment between executive presence and in-office engagement, particularly around key moments and events
How You’ll Work
- You think ahead and act with intention—solving problems before they surface
- You bring rigor, precision, and follow-through to everything you do
- You operate with discretion, professionalism, and executive presence at all times
- You collaborate as part of a connected EA team, sharing best practices and supporting collective success
- You are energized by a fast-paced, high-performance, client-centric environment
Qualifications
- 5+ years of experience supporting senior executives, ideally within an agency, healthcare, or professional services environment
- Expertise in complex calendar management and prioritization across multiple stakeholders
- Strong operational and organizational skills with exceptional attention to detail
- Experience coordinating meetings, events, and cross-functional initiatives
- Excellent communication skills with the ability to represent leadership effectively
- Proficiency in Microsoft Office, Outlook, and collaboration tools (e.g., Teams)
- Ability to work in-office in alignment with executive schedules
Additional Information
Our Publicis Groupe motto “Viva La Différence” means we’re better together, and we believe that our differences make us stronger. It means we honor and celebrate all identities, across all facets of intersectionality, and it underpins all that we do as an organization. We are focused on fostering belonging and creating equitable & inclusive experiences for all talent.
Publicis Groupe provides robust and inclusive benefit programs and policies to support the evolving and diverse needs of our talent and enable every person to grow and thrive. Our benefits package includes medical coverage, dental, vision, disability, 401K, as well as parental and family care leave, family forming assistance, tuition reimbursement, and flexible time off.
If you require accommodation or assistance with the application or onboarding process specifically, please contact [email protected].
All your information will be kept confidential according to EEO guidelines.
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